Travel Policy and Guidelines

                                         For Travel Assistance Please Contact:

Julia Silveira                                      Lucy Trafton

Program Assistant                            Accounting Assistant

831-755-6800                                      831-755-6737

Travel Authorization                         Travel Reimbursement

                                 

REMINDER: ITEMIZED RECEIPTS ARE REQUIRED FOR ALLOWABLE EXPENSES

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TRAVEL POLICY/BP 2320

TRAVEL INSTRUCTIONS AND GUIDELINES                               

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 TRAVEL AUTHORIZATIONS:         

*IMPORTANT*

• A TRAVEL AUTHORIZATION FORM MUST BE COMPLETED 30-45 DAYS PRIOR TO THE FIRST DATE OF TRAVEL AND IS REQUIRED FOR ALL TRAVEL, INCLUDING TRAVEL THAT IS AT NO EXPENSE TO HARTNELL.
• HARTNELL EMPLOYEES MAY NOT BOOK THEIR OWN TRAVEL. ONCE A TRAVEL AUTHORIZATION HAS BEEN RECEIVED AND PROCESSED BY BUSINESS SERVICES, THE TRAVELER'S SUPPORT STAFF WILL RECEIVE AUTHORIZATION TO BOOK TRAVEL.

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OUT OF STATE AND INTERNATIONAL TRAVEL:     

EMPLOYEES PLANNING TO TRAVEL OUT OF STATE:

• REQUIRES THE APPROVAL OF YOURAPPROVAL FROM YOUR ENTIRE CHAIN OF COMMAND INCLUDING BOTH THE VICE PRESIDENT AND THE SUPERINTENDENT/PRESIDENT PRIOR TO MAKING ANY TRAVEL ARANGEMENTS.

• REQUIRES A VALID CALIFORNIA DRIVER'S LICENSE OR A VALID U.S. PASSPORT.

         EMPLOYEES PLANNING TO TRAVEL INTERNATIONALLY:

• REQUIRES BOTH THE APPROVAL OF YOUR ENTIRE CHAIN OF COMMAND AND THE ADDITIONAL APPROVAL OF THE BOARD.   

• REQUIRES A VALID U.S. PASSPORT.                             

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DRIVING CLEARANCE REQUIREMENTS:

PRIOR TO SEEKING AUTHORIZATION TO TRAVEL PLEASE PROVIDE BOTH:

• VALID CALIFORNIA DRIVERS LICENSE (COLOR COPY).
• PROOF OF CURRENT LIABILITY INSURANCE INDICATING COVERAGE IS CURRENT AND MEETS CALIFORNIA VEHICLE CODE (CVC 16056) LIABILITY REQUIREMENTS.

MILEAGE REIMBURSEMENT POLICY

• CAMPUS TO CAMPUS MILEAGE (NO GOOGLE MAP REQUIRED) 

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  TRAVEL RELATED FORMS:

• 2024 TRAVEL AUTHORIZATION FORM CONFIRM YOU ARE USING CURRENT YEAR'S FORM
• 2024 MILEAGE REIMBURSEMENT FORM CONFIRM YOU ARE USING CURRENT YEAR'S FORM
• TRAVEL EXPENSE CLAIM FORM NEW!
• CHECK REQUEST FORM  
• CREDIT CARD REQUEST FORM
• CALCULATING PER DIEM MEAL ALLOWANCE
• CONCUR PROFILE DATA FORM MUST SUBMIT WITH A COLOR COPY OF VALID CA DRIVERS LICENSE 

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TRAVEL LINKS:                  

• AUTHORIZED SALINAS ENTERPRISE ADDRESS
• GROOME TRANSPORTATION AIRBUS PICK UP LOCATIONS, SCHEDULES, AND RATES